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Zoom Meeting Etiquette

Zoom Meeting Etiquette

by Patti Wood 

Author of SNAP Making the Most of First Impressions Body Language and Charisma

We know that the host's send out the zoom meeting link, but it should include more than just the link. 

 State the purpose of the call -- In one sentence say what you expect from the meeting. “Today we will….” If you wish you can follow that with the three main agenda items and outcomes you expect.  

  Send an Agenda and Questions before the meeting – Some employees love to prepare ahead of time so if you send people and agenda that highlight specifically, what you’re looking for such as. “I will go around and ask each of you to tell me what you need for the next step in the JK4 authorization change.” 

   Send Names Titles and Ideally a Photo -- If there is anyone new on the call you should also include the first and last names of everyone on the call and their title and responsibility related to the topics being discussed in the meeting. You may want to get permission to go further and send a link to their LinkedIn page.

      Even if the names are displayed on the call by that persons box its helpful for them to have that information before they get on the call. You can be creative and ask permission to take a photo of your main team on a zoom call and send that photo to the new attendee. Your goal with good etiquette is to make everyone feel comfortable as soon as possible and ease their way into rapport and effective communication and work output on the call. This is particularly important if you are having a new prospect join a call or you are inviting a high-level executive join your meeting. Make it new Zoom etiquette to send the new persons photos with their job title and ideally something about them. 

    Help People with New Technology -- If a new person is coming on the call and they aren’t familiar with Zoom or the platform they will be using the host should make sure each person knows how to use zoom before the call. They can send a how-to video and or do a dry run with the new member of the meeting and or assign someone else the task for making sure new members are comfortable with the technology. Make sure as the host you have the cell phone number of the new Zoom call member or members and you check in with them privately on a chat during the call. I suggest if you are the host and will be too busy to handhold during the meeting you assign someone to check in with the new member via private chat room or text during the call.

     The host should be first on and last off the zoom meeting. If for any reason they need to arrive late or leave early they should arrange ahead to give the host/meeting leader responsibilities to someone else. Think of being there as people get on as being at the door to take everyone’s coats and offering refreshments, instead of people standing out in the rain and ringing the doorbell and not being able to get in.

     The host should be there early on the call so they can make people feel welcome and overcome that awkward silence that otherwise meeting members may feel when they are not sure they are in the correct meeting or that their technology is working.

    May I introduce...? The proper etiquette, rules, tips and guidelines for making introductions.

Using the proper introductions help to establish rapport when meeting people. Yes, they are not always easy, but they are important. And knowing how to introduce people to one another can make you not only more comfortable it can make other people feel more comfortable and make you look more confident!

 In a very formal setting, you would say, “I would like to present to you....” Otherwise, it is fine to say, “I would like to introduce you to...” or less formally, Mrs. Garmen, Mrs. Tolbight,”
or more informally say Mrs. Jones, you know Mrs. Robinson, don’t you?” Or Sarah have you met Molly. Or Julie do you know my Mother?

In business at formal business, zoom meetings introduce individuals to each other using both first and last names. If you are in a casual zoom meeting it is fine to use first names. "Jim, I'd like you to meet my neighbor, Sarah." Or, very casually, "Sarah, Jim.", "Jim, Sarah".

Whose name do you say first? Though even Miss Manner and Emily Post disagree on whose name comes first I believe you should honor the highest person by saying their name first. So, think authority defines whose name is said first. Say the name of the most important person first and then the name of the person being introduced.

Introduce people in the following order:
· Younger to older, “Mrs. Hopkins I would like you to meet my little sister Mary Jones.”
· non-official to the official,”Mr. President I would like you to present to you Mr. John Brown.”
· junior executive to senior executive, ”Mr. Iacocca I would like you to present you to our new junior executive Mr. Sam Horn”
· Colleague to the customer, “Mrs. Hawthorne (The customer) I would like to introduce you to my college Mr. Mike Frank.”
· 2 year employee to ten-year employee. Sam Coke I would like you to meet John Hordin.
 A customer Mr Camp visiting a zoom meeting. Mr. Smith is the CEO. Mr.Camp I would like you to meet our CEO Mr. Mike Smith. There are also choices to make. Let’s say that you are introducing people to a speaker that’s formally presenting a speech on the zoom call and not everyone knows the name of the speaker. You could either say. MS Patti Wood I like you to meet my teammate Mr. Mike Stewart. Mr. Stewart (or just plain Mike) I would like you to meet our speaker today Patti Wood or you could say the lower status person’s name first Frank Smith I would like to introduce you to our speaker Dr. James Nelson. Dr. Nelson this is Frank Smith he has been at the Atlanta Training office of UKS for two years. He works with Jennie Waddington. It is OK if you mess up the order. No small children were harmed, just keep going.

If you're in a formal zoom meeting introduce someone who has a title’s doctor, for example,’ include the title as well as the first and last names in the introduction. Use proper titles. Don't introduce your parents as 'Mom' or 'Dad' unless that is how they would like to be addressed. You can say, “I would like you to meet my mother, Ms. Jones.

If the person you are introducing has a specific relationship to you, make the relationship clear by adding a phrase such as 'my boss,' 'my wife' or 'my uncle.' In the case of unmarried couples who are living together, 'companion' and 'partner' are good choices.

Use your spouse's first and last name if he or she has a different last name than you. Include the phrase 'my wife' or 'my husband.' Mr. Jones I would like you to meet my husband Eric Mann.
Introduce an individual to the group first, then the group to the individual. For example: 'Dr. Noble, I'd like you to meet my friends Hassan Jubar, Kim Nordeck and Michael Smith. Everyone, this is Dr. Mark Noble.'

Give them something to talk about once you have introduced them, preferably something they have in common. For example:” Sara this is Paul." “Paul, Sara is the biggest Baseball fan I have ever met" Now you have them a conversation starter. If you need to go, once they get a bit of a conversation going you can excuse yourself politely

Introducing people by recognizing talent and giving praise is an important part of being a good leader, team member, and friend. And showing great respect In my book, "People Savvy Leadership," I give the following tips:

When you focus on other’s accomplishments and notice what is worthy of praise, your energy is lifted, and you build successful interactions.

A simple way to give praise is with an introduction. For example, when you introduce your friends, coworkers, and business associates to someone new, share their name and an accomplishment. "Jim, this is Sara Beckman, she just headed up the committee for our new quarter sales meeting and it was fantastic." "Tom, this is Morgan Tyler, she just spearheaded the new marketing project." "Karl, this is Veronica Mann, she works with our top client Prudential." Or “Pam, this is my dear friend Karla, we have known each other since we were kids and she has the best sense of humor” “Karla this is my co-worker Pam, she has designed our new social media platform to rave reviews from the team or “Mark this is my colleague Jim, Jim he is our go-to expert on customer loyalty, he really knows his stuff.” Jim, this is my friend Mark, Mark and I met at Top Golf benefit he was in charge of last year and it was a huge success and did us proud.” 

If you are introduced to someone respond. You don’t have to say, “Nice to meet you.” It is a polite response, but you may not be sure yet if it will be nice. You don’t have to say, “It is a pleasure to meet you unless it is a pleasure. You do have to say something. You should repeat the person's name back; In a formal setting saying "Hi" or " Hello" is not enough. Instead, say, “Hello” "Do you prefer being called David or should I call you Dave?"

     The Host Sets the Rules -The host ideally makes sure each member knows how to dress and has the appropriate “background” for the call, follows security measures.

     The host should know how to follow security measures, allow guests in and know how to mute, or deal with video issues.

The host should give a final thought, goal, motivational statement, story, or a bit of humor to formally end the zoom call and thank people for attending, give special individual thanks for important contributions to the call. Tell the group you will stay after for further questions and visiting time and will be the last to leave the call and ideally, if you can bid each individual off the call so there is not a haphazard clicking off at the end and people don’t know when to say goodbye.


Patti Wood, MA - The Body Language Expert. For more body language insights go to her website at www.PattiWood.net. Check out Patti's website for her new book "SNAP, Making the Most of First Impressions, Body Language and Charisma" at www.snapfirstimpressions.com.
     

How to Apologize for Missing a Meeting


How to Apologize for Missing a Meeting
By Body Langauge and Human Behavior Expert 
Patti Wood
Step One - Communicate your apology as soon as possible. Waiting to let some time pass is a great strategy when you’re a gardener waiting for your seeds to grow, but delay allows weeds to grow larger in a garden and a bad situation to grow worse in our relationships. Dissonance makes people uncomfortable, so your colleague who is upset with you for missing the meeting and that they taking will not remember the good behavior in other situations they will emphasize the bad and research shows it will actually grow in severity in their minds.

Step Two - apologize. – You can say, “I apologize,” or “I am sorry.” Or my personal favorite, “I am sorry, I messed up.”

Step Three - Keep the message clear of “buts” and excuses. In order to sound professional, you must keep your message clear and free of the “buts” So don’t say, “I’m sorry, but I had to take that phone call it was really important.”  Stay clear of the blame game. “I am sorry, but it’s not really my fault, my boss…”  You might think, “But sometimes it’s not my fault.”  It doesn’t matter who’s to blame; apologize anyway without giving an excuse. If you’re apologizing to a customer, you know you are a representative of your company and therefore you have a responsibility to see that things go well. In all your relationships your willingness to be accountable will ensure that you are seen as a responsible, mature individual.  If you start making excuses, you may start an argument. If you choose to be agreeable an argument is not possible.

Step Four - If there is an excuse use this magic phrasing. “I am sorry, I messed up, there is a reason but the most important thing for you to know now is that I am sorry.”   If you absolutely must make an excuse right now for goodness sakes make the excuse briefer than your apology and whether writing an excuse or giving it face-to-face, follow it with another statement of apology.


Step Five - Sympathize. Empathize.  Let the person know that you can identify with his feelings.  For example, “I understand that you were worried and frustrated because I missed the call. would be frustrated to.”  Their feelings have been validated. You can also assure them that you did not mean them harm. For example, “I did not mean to upset you.”

Step Six Accept responsibility for the situation. You’re an adult. You cannot blame mommy. Be accountable. If you’re not going to be accountable do not apologize just to say you did.  If you are willing let the person know that you intend to do whatever it takes to make things right. You can’t help what has already happened, but you will come up with a solution to the problem.

Step Seven - Show your regret. Just as I said people will complain till they see you get there pain, some people will not fully accept an apology unless they know you have suffered too. I don’t mean that meanly, just know that pain for pain can make a conflict disappear. Come right out and say you are sorry or ashamed. “I feel really bad for forgetting”.

Step Eight - Repair the damage. To be complete, an apology must correct the injury. If you damaged someone's property, offer to fix it. If the damage isn't so obvious, ask “What can I do to make it up to you? There may be nothing concrete you can do, but the offer must be sincere. “I'll will be there on the call on time next time. Meantime I want to send you a Starbucks card to say I am sorry.”






Patti Wood, MA - The Body Language Expert. For more body language insights go to her website at www.PattiWood.net. Check out Patti's website for her new book "SNAP, Making the Most of First Impressions, Body Language and Charisma" at www.snapfirstimpressions.com.
     

How to Tell If Your Job Interview Over The Phone Went Well


1.      One of the indications that an interview has gone well is if the interviewer has gone deep on particular questions when you are giving a positive answer.
2.      If they are looking for more information about something you have done well it indicates they see you as a positive candidate.
3.      Spontaneity in their questions and responses during the interview indicates they are going off-script to be present with you as an individual rather than doing a rote interview.        
4.      They laugh!  Interviewers who laugh show not only that they think they have had fun with you at the moment, and that they may find you funny, but they are comfortable enough with you to be personable and step out of the “interviewer” role.
 5.     Time is a strong communicator. If they are giving you more time. If they are thinking seriously as a candidate, they will give you more time to answer questions, won’t interrupt or cut you off or speed through the process. One of the best indicators is if they slow down and or linger at the formal close of the interview. 





Patti Wood, MA - The Body Language Expert. For more body language insights go to her website at www.PattiWood.net. Check out Patti's website for her new book "SNAP, Making the Most of First Impressions, Body Language and Charisma" at www.snapfirstimpressions.com.